Communication Tools Training

This guide explains how we communicate as a team and with clients. Mastering these tools will help you collaborate effectively and stay in the loop.

🔄 Our Core Communication Stack

Slack (Internal Team Communication)

• Main Use: Daily team collaboration and project discussions
• Access: You'll be invited to relevant project channels
• Response Time: Aim to respond within 1 hour during work hours
• Key Features:
  • Project-based channels
  • Direct messaging for one-on-one discussions
  • File sharing
  • Automated check-ins
    • Monday morning check-ins
    • Friday end-of-week check-ins
    • Daily morning check-ins

Loom (Video Instructions)

• Main Use: Recording tutorials and walkthroughs
• When to Use It:
  • Explaining complex processes
  • Providing feedback on visual work
  • Walking through website changes
• Best Practices:
  • Keep videos under 5 minutes when possible
  • Start with the main point/purpose
  • Share Loom links in relevant Slack channels

WhatsApp (Client Communication)

• Main Use: Client discussions and updates
• Structure: Each client has a dedicated WhatsApp group
• Important: Use company WhatsApp groups, not personal accounts
• Response Time: During business hours, respond to clients promptly

Video Meetings (Zoom/Google Meet)

• Main Use: Client meetings and team discussions
• When Used: Client presentations, team trainings, complex discussions
• Best Practices:
  • Test audio/video before important calls
  • Use professional backgrounds
  • Record important meetings (with permission)

Trello (Project Management)

• Note: While we use Trello for project tracking, we don't use it as a primary communication tool
• Purpose: Task assignment and progress tracking

📝 Communication Standards

Using Our Framework

• Follow the "Reporting and Communication Framework" guidelines
• Use the 4-Bullet Update format for regular updates
• Apply the 1-3-1 Method for problem-solving
• Reference the Performance Expectations section for details

Best Practices

• Be Clear: Start messages with the topic/purpose
• Be Concise: Get to the point quickly
• Use Threads: Keep conversations organized in Slack
• Tag Appropriately: Only @mention when needed
• Document Decisions: Summarize important decisions made in conversations
• Respect Hours: Avoid off-hours messages unless urgent

🔔 Automated Check-ins

Monday Check-in

• Purpose: Plan your week
• Format: Goals, blockers, assistance needed

Daily Morning Check-in

• Purpose: Set daily priorities
• Format: Today's focus, any urgent needs

Friday Wrap-up

• Purpose: Summarize weekly accomplishments
• Format: Completed items, pending items, next week's priorities

🤝 Client Communication Etiquette

WhatsApp Groups

• Maintain professional tone
• Respond during business hours
• Don't leave client messages unanswered
• For complex issues, offer to schedule a call

🛠️ Getting Help

If you have trouble with any communication tools:

• For access issues: Contact Admin team
• For usage questions: Ask in the #general Slack channel